Executive Assistant to Managing Director

Responsibilities

• Executive Support
• Work closely alongside the Managing Director throughout the day.
• Capture action items during meetings, discussions and phone calls.
• Maintain a master task list and ensure nothing is forgotten.
• Prioritise daily, weekly and monthly tasks.
• Manage calendar, appointments and reminders.
• Prepare meeting notes and follow-up action lists.
• Client & Business Development Support
• Track quotations submitted to clients.
• Schedule follow-up reminders.
• Contact clients regarding outstanding quotations when required.
• Prepare quotations, proposals and business documents.
• Coordinate meetings with clients and business partners.
• Operations Coordination
• Monitor project deadlines and milestones.
• Follow up with internal staff, suppliers and subcontractors.
• Coordinate documentation required for ongoing projects.
• Track permit renewals, contract deadlines and compliance requirements.
• Ensure requested information is obtained from relevant departments.
• Administration
• Prepare reports and presentations.
• Organise company records and documents.
• Assist with correspondence and email drafting.
• Perform other business support duties as assigned.
• We're Looking For Someone Who Is
• Highly organised and detail-oriented.
• Proactive instead of waiting to be instructed.
• Comfortable reminding senior management when something has been overlooked.
• Able to manage multiple tasks simultaneously.
• A strong communicator with good spoken and written English.
• Confident using Microsoft Office and Google Workspace.
• Able to maintain confidentiality and professionalism.
• Curious and willing to learn different aspects of the business.

Requirements

• Diploma or Degree in Business, Management, Operations, Logistics, Engineering, Communications or related disciplines.
• Fresh graduates are welcome to apply.
• Candidates with 1-3 years of relevant experience are also encouraged.
• What You'll Gain
• You will gain first-hand exposure to:
• Business operations
• Government contracts and tenders
• Project coordination
• Client relationship management
• Commercial decision-making
• Leadership and business strategy
• You will work directly with the Managing Director and gain visibility across almost every function of the business.
• If you aspire to build a career in management, operations or entrepreneurship, this role provides a unique learning opportunity.

Additional Information

We are a growing landscape and infrastructure company serving government agencies, commercial clients, and private developments across Singapore. Our work includes landscape maintenance, tree management, construction coordination, irrigation systems, and project execution. As our business grows, we are looking for a highly organised and proactive individual to work directly with the Managing Director. This is not a traditional administrative role. You will become the Managing Director's right hand, helping ensure that important tasks, follow-ups and commitments never fall through the cracks. If you enjoy organising people, solving problems, and keeping multiple projects moving simultaneously, this role may be a great fit. This role offers far more than traditional administrative work. Your Role You will work closely with the Managing Director on a daily basis. Your primary responsibility is to help organise work, monitor progress, follow up on outstanding matters, and ensure important actions are completed on time. You should be comfortable reminding the Managing Director about commitments, asking follow-up questions, and proactively identifying tasks that require attention.

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